Resource Preparation & Maintenance Guide

Resource Preparation & Maintenance Guide

(For before you send me content, and for keeping your site light and sustainable in the future)


This guide will help you prepare files in a way that keeps your site fast, accessible, and aligned with the Sustainable Web Manifesto. 

It also sets you up for best practice and easy updating on your own.

1. Images  

Why it matters: Images are usually the heaviest part of a webpage. Oversized or uncompressed images slow down your site, cost more energy, and frustrate visitors.

Before you send me images

  • Save files in JPEG (photos) or PNG (graphics with transparency). Use SVG for simple icons or logos.

  • Maximum size: 2000px wide (usually plenty for full-screen banners). Smaller images (e.g. inline photos) should be 1200px or less.

  • Keep file size ideally under 250 KB each (banners may be up to 500 KB).

  • Name files descriptively (e.g. team-portrait-anna.jpg not IMG_1234.jpg).

IdeaTips for resizing/compressing

  • Free tools: TinyPNG, Squoosh, or Preview (Mac).

  • Don’t stretch small images bigger; they’ll look blurry.

AlertOngoing maintenance

  • When uploading new images later, run them through a compressor first.

  • Fewer images = lighter pages. Consider if every image is needed.

2. Font Files  

Why it matters: Fonts are often overlooked, but custom font files can be large. Loading many fonts or weights slows sites down.

Before you send me fonts
  1. Only provide the weights and styles you really need (e.g. Regular, Bold). Avoid sending full font families unless required.
  2. File formats: WOFF2 is best for web. If your font provider only gives TTF/OTF, send them and I can convert.
  3. If you’re using brand fonts, make sure you have the licence files.
AlertOngoing maintenance

  • Don’t add new fonts later without checking with me (or your designer). Extra fonts = extra weight.

  • Stick to your agreed brand fonts.

3. Video  

WarningWhy it matters: Videos are the single biggest source of bloat. They can be engaging, but must be used carefully.

Before you send me video*

* If you're on Complete Care package, I will handle compression for you.

  • Keep video lengths short (under 2 minutes if possible).

  • Export in MP4 (H.264) format for widest compatibility.

  • Recommended resolution: 720p or 1080p. 4K is rarely necessary online.

  • File size: ideally under 5–10 MB for embedded video.

  • For larger files: upload to YouTube or Vimeo and embed, instead of hosting directly.

Note: I have no affiliation with this tool, but there is a free and premium version available should you be looking for a resizing solution.

AlertOngoing maintenance

  • Avoid auto-play video unless essential (it burns energy and annoys users).

  • Always compress before upload.

  • Use a poster image (still frame) so the page loads fast before video playback.

4. Accessibility & Metadata  

  1. Alt text (images): Always include a short description (under 125 characters) of what’s shown. For example: alt="Golden retriever puppy lying on grass with a ball"
  2. Unless the image is purely decorative.In that case, mark it as empty like this ---> alt="" 
  3. File names: Keep them clear, meaningful, and short. This helps with SEO and accessibility.

5. Quick Reference Checklist  

☐ Images resized and compressed (max 2000px wide, under 250 KB where possible)
☐ Files named clearly and consistently
☐ Font files supplied in WOFF2 or similar, with correct licences
☐ Only essential font weights/styles included
☐ Videos compressed, ideally under 10 MB or embedded via YouTube/Vimeo
☐ Alt text drafted for all non-decorative images
☐ Hosting/domain access details ready to share

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